Project Finance & Grants Officer

Yayasan Plan International Indonesia; Jakarta Pusat; On-site; IDR 267,840,000 - 401,760,000; Full time

Job summary

Yayasan Plan International Indonesia is seeking a Project Finance Officer to manage all financial functions for the Program Management Unit, ensuring donor-compliant planning, monitoring, and reporting. The role liaises with Programs, Grants, SCM, and P&C teams to support project execution and provides financial guidance to local Implementation Partners.

The position is based in Jakarta or Kupang, Indonesia, withvisa restrictions noted.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or Commerce.
• Minimum of 3 years of relevant post-qualification experience, preferably within international organizations, INGOs, or bilateral development agencies.
• Good English communication skills, both written and verbal, with the ability to communicate financial information effectively to diverse stakeholders.
• Strong digital literacy, including advanced proficiency in Microsoft Excel and familiarity with accounting software.
• Prior experience with donor-funded projects and managing budgets.

Responsibilities

• Process and facilitate all project related payments or fund transfers for the project.
• Monitor fund disbursements and ensure alignment with donor milestones
• Ensure expenditures are authorized, approved, and supported by adequate documentation.
• Ensure that funds are utilized and accounted for based on GAAP, donor and YPII standards.
• Ensure transactions are accurately coded and appropriately allocated to relevant budget lines / WBS or cost centres.
• Review payment requests for accuracy, approved budgets and check the completeness of supporting documents.
• Monitor acquittals or liquidations of advances and prevent issuance of new advances unless the previous advances are fully settled / liquidated.
• Conduct basic financial analysis (i.e., budget variance) to support project decision-making.
• Work closely with Program/Project Manager, Project Finance Accountant and appropriate CO staff and/relevant field staff in developing project forecasts.
• Maintain secure digital and physical record of project documentation.
• Oversee financial management processes with Implementation Partners (IPs), ensuring alignment with project objectives, donor requirements, and internal systems under the guidance of the Project Manager (PjM).
• Manage the liquidation of advances from IPs, including invoice processing, journal entries in SAP, and maintenance of subsidiary ledgers for advances, deposits, installment payments, and withholding tax, in compliance with YPII’s financial and accounting policies.
• Maintain organized records of all IP agreements, reports, and correspondence in both digital and physical formats.
• Prepare regular forecasts of project budget utilization, and monitor resource allocation and spending across Implementation Partners (IPs).
• Coordinate financial support to IPs in the preparation of financial reports.
• Review monthly financial reports for IPs, detailing expenditure and fund transfer status, and engage with budget holders to address discrepancies or take corrective actions.
• Conduct scheduled financial monitoring visits to IPs in coordination with program staff, and document findings for follow-up and continuous improvement.
• Work closely with the PM/PjM, Finance Project Lead, Finance Project Accountant, and relevant Country Office (CO) staff to establish initial budgets, prepare financial forecasts, and process budget modifications in SAP.
• Maintain accurate records of approved project budgets and any subsequent modifications.
• Prepare monthly budget versus actual (BvA) reports in both donor and local currency, highlight variances, and coordinate with budget holders to ensure timely corrective actions.
• Prepare and submit donor financial reports under supervision of the Finance Project Lead, ensuring compliance with donor agreements.
• Collaborate closely with Finance Project/Grants Accountant team, and Program Unit to ensure accuracy and timeliness. Proactively follow up on donor queries and address any findings or recommendations.
• Conduct data cleansing in SAP prior to project closure, ensuring no outstanding Implementing Partner (IP) advances, open purchase orders, pending payment vouchers, parking journals, incorrect coded transactions, incomplete accounts receivable, or inter-company transactions.
• Provide financial data and documentation during internal and external audit fieldwork.
• Maintain and update audit action lists, and track follow-up actions from Finance and Administration audits.
• Ensure all audit findings are resolved and supported with documentation prior to closing the project code in SAP.
• Support month-end and year-end financial closing processes
• Participate in project inception and coordination meetings.
• Perform other duties as assigned by the supervisor or PM/PjM.

Skills

English communication

Excel proficiency

SAP (Finance & Project Module)

Budgeting

Financial analysis

Donor reporting

Education

Bachelor's degree in Accounting, Finance, Business Administration, or Commerce

Tools

SAP

Job description

Yayasan Plan International Indonesia is seeking a Project Finance Officer to manage all financial functions for the Program Management Unit, ensuring donor-compliant planning, monitoring, and reporting. The role liaises with Programs, Grants, SCM, and P&C teams to support project execution and provides financial guidance to local Implementation Partners.

The position is based in Jakarta or Kupang, Indonesia, withvisa restrictions noted.